Staff Travel

The ANU recognises the need for travel on official University business and the following procedures apply for all College of Arts and Social Sciences staff undertaking travel. It is a University requirement that all staff complete and obtain approval of relevant Travel forms prior to departure.

The 'Approval to Travel' form is mandatory and without a completed and approved travel form staff members are not covered by insurance and are ineligible to book travel. All completed and approved travel forms must be forwarded to CASS Business Office prior to departure.

Travel Procedure Summary

• On determination of a need to travel on University business, complete Approval to Travel form and obtain delegate signature. Keep a copy for your records and to include with the Travel Acquittal form on your return
• Book your travel and make any other arrangements in relation to transport eg use of ANU vehicle
• If you are travelling internationally,we recommend that your register with DFAT
• Where you are applying for an advance or per diem, complete relevant forms and obtain delegate signature
• Submit all forms to CASS Business Office prior to departure
• Click on the each header to expand and collapse detailed information to assist you in arranging your travel.

For infomation on the following:

• Domestic Travel
• International Travel
• Travel Insurance
• Travel Allowances
• Travel Diaries
  
• Private Travel
• Links to Travel forms and ANU Policies and Guidelines
• Approval to Travel Delegation

ALL APPROVED TRAVEL FORMS AND SUPPORTING DOCUMENTATION MUST BE FORWARDED TO CASS BUSINESS OFFICE FOR PROCESSING

Domestic

Submit Approval to Travel form to the Head of Budget Unit at least 14 days prior to departure. On approval proceed with making your travel arrangements. Travel Form / All Travel Forms

Air Travel (can be booked through a variety of methods)

•  Book flights through CliqBook to receive the best fare of the day. This also eliminates individual invoices as ‘one' invoice is provided monthly OR complete a Booking form and email to bneteam3@aexp.com
• Contact AMEX and book flights directly. A charge code and cost centre will be needed and these can be obtained from your area administrator or the CASS Business Office once approval has been granted.
• Book through a travel agent or air line using an ANU Purchase Card. Approval is to be granted prior to making booking.

University Vehicle

• Complete the Application to Drive a University Vehicle form before booking a College vehicle. Vehicles can be booked in advance for official use

Hire Vehicle

• See Hire Vehicle information

Private Vehicle

•  See Policy Guidelines for Travel

International

All staff and students travelling on ANU business are advised that we now require you register your overseas travel details and itinerary with the Department of Foreign Affairs (DFAT) Smart Traveller Website. This should also include private travel taken in conjunction with ANU business travel. Staff and students should also consider registering when travelling privately (on holidays etc) as this system allows DFAT and Embassy staff to contact, check on health and/or organise the evacuation of Australian citizens when disasters, terrorist attacks, pandemics or other events require such a response.

We also urge you to subscribe to travel advisory updates from the Smart Traveller site as these will keep you informed of changes to the travel advisories for the countries you will be travelling. You can register for these email updates here.

Submit Approval to Travel form to the Head of Budget Unit at least 14 days prior to departure. On approval proceed with making your travel arrangements.

Air Travel (can be booked through a variety of methods):
 

• Book flights through CliqBook to receive the best fare of the day. This also eliminates individual invoices as ‘one' invoice is provided monthly OR complete a Booking form and email to bneteam3@aexp.com
• Contact AMEX and book flights directly. A charge code and cost centre will be needed and these can be obtained from CASS Business Office once approval has been granted.
• Book through a travel agent or air line using an ANU Purchase Card. Approval is to be granted prior to making booking.

We strongly advise that you register your international travel with DFAT prior to departure as well as monitor DFAT travel advisory for travel warnings.

Where DFAT has issued a Category 4 or Category 5 travel advisory, the ANU requires that staff complete the following additional forms and attach to the Approval to Travel form and forward to the relevant delegate's office at least 14 days prior to proposed departure date:

• An Approval For Travel to High Risk Destinations form in accordance with the ANU Policy Overseas Travel by University Staff to High Risk Destinations
• A Travel Risk Assessment Form . For further information see ANU Procedures for Risk Assessment for Travel to High Risk Destinations

Travel Insurance

Staff of the University who are conducting approved fieldwork and travel (in Australia or overseas) are covered by the University's Business Travel Insurance policy for a maximum of 365 days from the time of departure where initial point of departure is from Australia. Staff undertaking fieldwork for periods of greater than 365 days MUST contact the Business Insurance office to arrange travel insurance cover for the additional time. This needs to be done prior to departure.

Ensure you have a good understanding of the nature and extent of the insurance cover. Staff travelling overseas should take with them an ACE Emergency Assistance Card – available through your office administrator or you can print from this link. Any enquiries regarding the level of cover offered under the policy must be directed to the ANU Insurance Office insurance.office@anu.edu.au.

Details of the ANU's Business Travel Insurance cover can be found at: Business Travel Insurance.

Travel Allowances

Travel allowances are paid through the payroll system and may be paid to University staff only for meals and incidentals. Where a travel allowance is being requested, this should be indicated on the Approval to Travel form. Travel allowances cannot be paid to visiting fellows.

Travel expenses will be paid if they are reasonable and necessarily incurred while on approved University travel, and are appropriately documented and within the guidelines of the ANU Travel Policy Guidelines. Any re-imbursement for expenses that are not in accordance with this policy will require written approval by the appropriate delegate. Submitted expenses that are not in compliance with this policy risk delay in processing of claim, or partial or total forfeiture of reimbursement.

A summary of anticipated expenses and budget code must be completed on the Approval to Travel form prior to obtaining the delegate's approval as this information then forms the budget for the trip. The University preference is to prepay expenses such as accommodation where possible. The three methods of payment for travel expenses within the submitted trip budget are:

Travel Allowances (Per diems)

To claim Per diems, you will need to complete the travel untaxed form, obtain relevant signatures and forward the form together with a copy of the Approval to Travel form to the CASS HR office. Link to ATO reasonable travel and meal allowance expense for 2009-2010.

Advances

Cash advances can be made to travellers in limited circumstances. Cash advances cannot be used for substantial costs that can be prepaid (i.e. Airfares, accommodation, car hire etc). Where an advance is being sought, complete the Request for Advance form and together with a signed copy of the Approval toTravel form, submit to the CASS Business Office.

ANU Policy states that “All advances are required to be acquitted against the exact amount, provided in either receipts or returned money within 15 days on return from travel”. Travel Aquittal Form

Reimbursement

Reimbursement is available to staff who have spent their personal funds on expenses relating to their ANU travel. Reimbursement is claimed through the completion of a Staff Expense Reimbursement form and submission of receipts.

Travel Diaries

Private Travel

Links to Travel forms and ANU Policies and Guidelines

Approval to Travel Delegation

ALL APPROVED TRAVEL FORMS AND SUPPORTING DOCUMENTATION MUST BE FORWARDED TO CASS BUSINESS OFFICE FOR PROCESSING